Multiple District 19
Secretary’s Handbook Prepared by MD19 Leadership Team MD19 Lions Leadership Team MD19 2016
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TABLE OF CONTENTS Monthly Checklist ..................................................................................................4 Teamwork Checklist...............................................................................................5 Preparing for Your Year .........................................................................................5 Duties and Responsibilities of the Club Secretary .............................................6 Tips for the Incoming Secretary ...........................................................................9 Guidelines to Excellence .......................................................................................13 An Illustrative Agenda Sheet / Sample …………………………………………… ..15 Using the International WMMR ............................................................................17 Using the Service Activity Report (SAR) .............................................................18 Monthly Membership Report (LCI – hard copy) ..................................................19 Monthly Membership Report (sample of LCI WMMR) ........................................20 A Lions Project Report Form ................................................................................21 Club Visitation Report ............................................................................................22 Lions Service Credit Request Form .....................................................................23 Transfer Member Form ..........................................................................................24 Membership Drops: Suggested Positive Policy & Procedures..........................26 Reinstatement of Membership..............................................................................26 Dropped Member Report.......................................................................................27 Membership Category Chart.................................................................................28 Member Record.....................................................................................................29 Award Record........................................................................................................30 Members Attendance Record...............................................................................31 Members Ledger....................................................................................................32 MD19 Club Officer Report Form...........................................................................33 MD19 Lions Club Branch Officer Report Form..................................................34 MD19 Lioness Club Officer Report Form .............................................................35 MD19 Leo Club Officer Report Form ....................................................................36 Lions Clubs International PU 101 Form................................................................37 MD19 Club President’s Excellence Award Application ......................................39 MD19 Club Membership Director Award Application....................................................40
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Sample Copy of the Int’l Club Excellence Award .................................................41 Sample of New Club Congratulations Letter ........................................................42 Sample of Thank You Letter ...................................................................................43 Sample of Memorial Letter .....................................................................................44 Sample of Visiting Lions Notification Letter .........................................................45 Sample of Club Announcement Letter ..................................................................46 Sample of Letter Acknowledging District Governor Visit ...................................47 Sample of Meeting Change Letter .........................................................................48 Lions Clubs International Telephone Directory ...................................................49 Commonly Used Abbreviations in Lions............................................................. .50 International Association of Lions Clubs Organizational Chart ........................51 Club Organizational Chart ............................................................................................... 52
Family Unit Certification Form...............................................................................53 Student member Certification Form ..................................................................... 55 Leo to Lion Certification Form...............................................................................57
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Monthly Checklist Club ________________________ District/Zone _________________ Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
W. M. M. R. SAR Dues Checks Members Additions Drops Members Reg. Mtgs. Brd. Mtgs Activities Visits # on Visit Bulletin Congrat Ltr. New Clubs
SPECIAL DONATIONS * Send to MD19 Office # Send to LCIF
SPECIAL MEETINGS
DATE
Attend P/S
Attend P/S
Donated To
AMOUNT
Pres. / Sect. Training
LCIF#
Zone Mtg. #1
CARE *
Zone Mtg. #2
Send to Appropriate Foundation
Zone Mtg. #3
SIGHT
Zone Mtg. #4
HEARING
FALL ANNUAL CONV.
Send to District Chairperson
DIST. SPRING CONF.
DIABETES
YEAR END REPORTS FORMS
YEAR END STATUS Date E/Mailed
MEMBERS July 01
MD19 Club Officer Report Form
MEMBERS June 30
Int’l PU 101
MEMBERSHIP YE (+) (-)
Club Activities Summary Int’l. Club Activities Report
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Y.E.
Teamwork Check List
Secretaries Do - Presidents Follow Through Item
Report On
Membership Changes (Names & Address)
Monthly Membership Report
New Members’ Sponsor Update Members’ Records Club Activities Bulletin Announcements (Classified Section) Convention / Conference / Forum Registration District Conf. Pres. & Sec’y. Attendance MD19 Annual Conv. Pres & Sec’y. Attend. Zone Meetings, Pres. & Sec’y. Attendance Donations (CARE, LCIF, etc.) Dues, International Dues, Multiple District 19 Visitations Activities, Service Activities, Fund Raising Confirm District Governor’s visit Confirm Zone Chairperson’s visit New Club Congratulations Visiting Lions MD19 Club Officer Report Form to MD19 PU101 to Lions Clubs International
WMMR & Member Record Sheet Members Record Sheet Service Activities Report (LCI) Letter / Email Registration Forms Supplied MD19 Visitations Report Form MD19 Visitations Report Form MD19 Visitations Report Form Service Activities Report (LCI) Service Activities Report (LCI) Service Activities Report (LCI) MD19 Visitations Report Form Service Activities Report (LCI) Service Activities Report (LCI) Letter Letter Letter Letter Form Supplied by MD19 Forms found on LCI website or Form can be done on LCI website Letter (plain Paper) Service Activity Report - Done monthly on LCI website Twining Form / SAR Club Excellence Award Application Form found on MD19 website Form found on MD19 website
Club Activities Summary OR Int’l Annual Club Activities Report Form Twinning LCI Club Excellence Award MD19 Club President Excellence Award MD19 Club Membership Directors Award
Report By To LCI and others before the end of the month. Month new member reported As required (check monthly) Done monthly on MyLCI WMMR site Advance Notice 60 Days Minimum First Call Month Attending Month Attending Month of Meeting Month Donation Made August 5th & February 5th August 31st & February 27th Month of Visits Month of Activities Month of Activities When notified of schedule When notified of schedule Within 30 days of Charter Date To home club following visit To be rec’d at MD19 by 30th April To be rec’d by LCI by 15th May To be rec’d at MD19 by July 25th To be rec’d at LCI by July 15th To be rec’d at MD19 by July 25th Month of Twinning To be rec’d at LCI by August 31st To be rec’d at MD19 Office by July 25th To be rec’d at MD19 Office by July 25th
WMMR = Web Monthly Membership Report: Done on the MyLCI Website. SAR = Service Activities Report; done on the MyLCI WMMR site (see page 18 for instructions) LCI = Lions Clubs International
Preparing for your Year International no longer sends out a Secretary’s packet. They request that you call (1-630-4686919) or email (
[email protected] ) to have the information packet sent to you. However, the information can now be downloaded from their LCI website, www.lionsclubs.org. Follow this path to get to club manuals: Home page>Member Center>Clubs>Club Officer Resources. 1-1 Review with outgoing Secretary to be sure all records are complete and up to date before they are handed over to you. 1-2 Work with outgoing Secretary to insure club membership list is up to date. (Send a copy of the updated list to the MD19 Office & LCI.) Compare with membership list and dues billing sent to the Treasurer from Lions Clubs International. MD19 2016
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1-3 Record the names of members on attendance records for your year. Allow three spaces between each alphabetical letter for insertion of new members as they join. 1-4 Membership Cards are now created on the WMMR site. Go to www.lionsclubs.org and click on the ‘MyLCI’ button (top right hand of Logo, main page). After logging in to WMMR, click ‘My Lions Club’, which will drop a list and then select ‘Membership Cards’. The following page will give you card size options and directions. 1-5
Check with the treasurer to make sure that both MD19 and International First and Second Half Dues payments have been made by August and February. MD19 Statements will be sent in late July and January. In conjunction with Treasurer prepare membership cards. Effective October, 2015 Clubs have 120 days to pay any outstanding balances with LCI before they are in jeopardy of automatically being placed on financial suspension. Cancellation will occur after the 28th of the month following the 120 day suspension period if full payment is not received.
1-6 Check Member Ledger pages to insure membership dues have been paid, drawing to the attention of the President & Membership Chairperson those in arrears. 1-7 Check with outgoing Secretary to be sure all club supplies, as well as Attendance Pins and Awards have been ordered through Lions Clubs International Club Supplies and recorded on Members’ Record. 1-8 Check with outgoing Secretary for a copy of all ongoing correspondence, incoming and outgoing. 1-9 Work closely with your incoming President to insure all committees are in place before the start of your year. This can be very important if club produces a Membership Roster for the members. 1-10 Make sure that all accounts / dues have been paid and are up-to-date with LCI, Multiple District 19 and District (if applicable).
Duties and Responsibilities of the Club Secretary As the secretary, you are the Business Manager of your club. Effective communication and information sharing is important to your Team. As Club Secretary your duties are as follows: 2-1
Work closely with your President to prepare an agenda for both regular and Board of Director’s meetings. See pages 15 & 16 for a sample Agenda format information and example.
2-2
Record the minutes of the regular meetings and Board of Directors’ meetings.
2-3
Keep all members’ records up to date, (attendance, offices held, committees, members sponsored, awards, transfers, etc.)
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2-4
Report changes of address and names, etc., to the MD19 Office and LCI.
2-5
Work closely with your President to have club committees set up before start of your year.
2-6
Forward copies of club’s pertinent correspondence to: a) Multiple District 19 b) District Governor c) Vice District Governor(s) d) Zone Chairperson e) Club President
2-7
Before the end of each month carefully complete the Monthly Membership Report. You can do it online (MyLCI) at Lions Clubs International or send as a hard copy to LCI only. Complete the form with names of members added, dropped, transferred or address changes. The hard copy is sent to: Member Service Center Dept., 300 W 22nd Street, Oak Brook, Illinois 60523. Phone 630-468-3830; Fax 630-571-1687 Email:
[email protected] The VAD is no longer a required form. There is now the MD19 Visitation Form to report visitations made within the month. This Form is located on the MD19 Website under Contests and Awards, with the rules for its use and is to be sent to the MD19 Office before the end of the month in which the visitation(s) was made. Often times the MD19 Contests and Awards Committee will use the MD19 Visitation Form reports to verify the attendance of the Club Secretary and President at the following: 1. Zone Meetings 2. District Spring Conference, and 3. MD19 Annual Convention This is necessary because sometimes those who should do not send the proper attendance reports to the MD19 Office. This information is required for the Excellence Awards.
NOTE: To be considered on time, the WMMR must be received by Lions Clubs International by the end of the current month. If mailed it must postmarked by the 20th of the current month. All Multiple District, District and Zone Officers can download the WMMRs from the LCI Website.
2-8
Read all correspondence prior to club meeting and report to club members giving special attention to: a) “The Border Crossing”, MD19 Newsletter (A link to the Border Crossing on our MD19 Website is emailed to all Presidents and Secretaries through our AWeber service. If you wish to receive a hard copy of the newsletter you need to subscribe. b) District Governor Bulletin c) Zone Chairperson Bulletin d) Correspondence from MD19 & Lions Clubs International
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Note: Copy registration forms for Conventions and Conferences and Leadership Institutes for distribution. 2-9
Attend all Zone Meetings and be prepared to give a report on the activities of your club if requested to do so by the Club President. A copy of same should be given to your Zone Chairperson at the Zone Meeting.
2-10 Attend the following: a) MD19 Fall Annual Convention (see 3-15) b) District Spring Conference (see 3-15) 2-11 Prepare and mail the following by dates shown below. a) MD19 Club Officer Report Form to Multiple District 19, current Zone Chairperson and 1st Vice District Governor to be received by April 30th. In order for the Club Secretary to receive credit towards the Secretary Excellence Award, he / she must send in the MD19 Club Officer Report Form. The form is available on the MD19 Website. b) PU101 to District Governor & Lions Clubs International to be received by May 15th. Or done online on the MyLCI site. c) Either the International Annual Club Activities Report Form to be received by July 25th for MD19 and Int’l (July 15th) (see 2-16) or the MD19 Club Activities Summary to be received by July 25th (see 2-17). 2-12
Insure club supplies are ordered promptly.
2-13
A notice should be sent to each club secretary of Lions members who have visited your club so they will be credited for attending your meeting.
2-14 Send congratulatory letters to all new clubs formed in Multiple District 19 within 30 days of their Charter Night. 2-15 Along with the Club President, check the Multiple District 19 Contests and Awards Book on a regular basis so requirements are not overlooked until it is too late. The Contests & Awards information is located in your MD19 Roster (sent to you in August) and on the MD19 Website: www.lionsmd19.com 2-16 Club secretaries are asked to complete the Lions Clubs International service activity report on a monthly basis using the MyLCI system. LCI is no longer using paper forms or accepting reports by mail or email. Club Secretaries have until July 15th to complete the service activities reports online if they have not done it monthly – though that is highly recommended! At the end of the year you will be able to obtain a collated report from LCI that includes the entire year. Instructions on page 18. The annual report should be sent to the following individuals by July 25th: a) Multiple District 19 b) District Governor 2-17 MD19 Club Activities Summary, A summary of the year’s activities is prepared by the Secretary and received by the MD19 Office no later than July 25th. A sample of same may be found following the Secretary of the Year Award Rules of the Contest & Awards Book, found at the back of your MD19 Roster or online at www.lionsmd19.com a) Multiple District 19 MD19 2016
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b)
District Governor
2-18 Keep track of any awards earned by your members and make sure that awards are ordered. When they are received, record on each member’s Member Record/Award Record Sheet. Allow six (6) weeks when ordering. 2-19 Work closely with your Treasurer to insure all club accounts payable are up to date and bills are paid promptly. The success of your club is dependent on your actions as Club Secretary. Should you find at any time that you are getting bogged down, don’t hesitate to ask for help. Remember you are part of a team. People can’t help until they know there is a need.
Tips for the Incoming Secretary 3-1
Monthly Membership Reports are to be prepared each month starting with July and running through June during your year as Secretary. a) Hard copies of the Monthly Membership Reports should be emailed or post marked by the 20th to be considered on time to Lions Clubs International only. Save a copy to your files for reference. b) Any activities that occur after the form is mailed may be included on the following month’s report. (Do not hold mailing for additional info.) c) Secretaries will also be trained on using the MyLCI at your Club Officer Training session in the spring.(see page 17 for general information)
3-2
Multiple District 19 dues are billed every six months based on the June 30 th and December 31st membership count. Billing will be sent by email or hard copy, if an email is not available, in July to the Club Treasurer or the Club Secretary/Treasurer for payment by end of August and in January for payment by end of February.
3-3
Lions Clubs International dues (Per Capita Statement) are billed in July and January and should be paid within 10 days, and no later than thirty days. Dues not paid within 120 days could result in the club’s charter being pulled by LCI without notice.
3-4
Lions Clubs International bills for supplies should be paid promptly on receipt of a statement. If a query arises from the statement, act promptly to insure good financial standing with Lions Clubs International or any other account and to avoid finance charges.
3-5
Lions Clubs International and Multiple District 19 Dues and Billing. a) Lions Clubs International requires an initiation fee for all new members plus dues. b) If a club drops a member and does not pay their International Dues, that person is required to pay a Dues Fee if he/she rejoins the club or transfers to another club within twelve (12) months.
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c) Life members will be shown on the LCI Per Capita Billing Statements but will not have International dues assessed against them. However, Multiple District 19 requires dues be paid for all members. d) Honorary members, if shown on the Monthly Membership Report Form will be assessed dues from Lions Clubs International and Multiple District 19. e) MD19 will assess pro-rated dues on new members joining a club between billing periods. Monthly pro-rated amounts will show on the July and January statement. f) Student members who are registered with Lions Clubs International as students pay half the amount of MD19 dues. A club will be assessed pro-rated amounts for new student members joining their club between billing periods. Monthly pro-rated amounts will show on the July and January statement. g) Club accounts, as billed, must be paid in full to Multiple District 19 and show a balance of less than $50.00 US to Lions Clubs International to allow your club to vote at the District, Multiple District and International Conventions. h) Multiple District 19 Dues: The per capita tax levied upon the members of Multiple District 19 shall be nine dollars and thirty cents ($9.30) U.S. Funds, per member billed semi-annually based upon the club membership as carried upon its rolls and reported to Lions Clubs International upon its Monthly Reports under “Members at Close” for June and December. The dues for members reported as dropped or added on the July and January WMMR’s will be credited or charged to the club if the WMMR is received (not postmarked) in the Multiple District 19 Office on or before July 31 and January 31. All new members reported on WMMR's subsequent to the June and December WMMR's shall be assessed on a prorated basis. The per capita tax shall be billed to clubs located in the U.S. in U.S. Funds. The per capita tax shall be billed to clubs located in Canada in both U.S. funds and in the Canadian equivalent, computed using as an exchange rate, the exchange rate used by Lions Clubs International in billing International dues to Canadian clubs. Each club is levied for new club paraphernalia on the first half dues each year, (MD19 Constitution & By-Laws. Article X “BL”, Extension, SECTION 1). i) Lions Clubs International has a Canadian lockbox where Canadian Clubs can mail their International dues payment: The International Association of Lions Clubs, P.O. Box 2425, Station “A”, Toronto, Ontario, M5W 2K5. j) LCI has a Family Dues Structure Amendment that was implemented in January, 2007. The first family member, either being a current or newly inducted member, shall pay full annual dues (US$43) and any applicable entrance fee. Up to four more subsequent qualifying family members over the age of majority living in the same dwelling shall pay one-half of the standard annual dues (US$21.50) and the full amount for the association entrance fee. For newly chartered clubs, the first family member shall pay the full charter fee (US$30) and full annual dues. Subsequent qualifying members shall pay half the annual dues (US$21.50) and all charter fees. A Family Unit Certification Form and instructions can be found at the back of this manual. This form must be used when applying for Family Membership. If you are MD19 2016
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using the MyLCI you will be able to add members as part of a Family Unit. Instructions are linked to the WMMR site. Your password is recognized as your signature. 3-6
All members listed on the Lions Clubs International Per Capita Statement are assigned a membership number*. This number should be recorded on the following: a) Members’ Records. b) All correspondence to Lions Clubs International pertaining to any member. c) On the paper MMR when a member is dropped, transfers out or is deceased. It is added automatically on the MyLCI Site. d) On their Membership Card. If you create them on your MyLCI site their number is automatically inserted. * All members are assigned a member number from Lions Clubs International that will remain with the member if he/she transfers.
3-7
All dues checks sent to Lions Clubs International and Multiple District 19 should clearly show your Lions Clubs International club account number. a) This Club number is found on your Monthly Membership Report. b) All correspondence and calls to Lions Clubs International should make reference to your club number.
3-8
CARE Checks are sent to Multiple District 19 (4141 W Maplewood Ave., Bellingham, WA 98226). LCIF Checks are sent directly to LCIF. Checks for CARE should be made out to: MD19 Lions CARE. NOTE: LCIF checks will not be posted on the MD19 Stats until confirmation has been received from the LCIF department that the checks have been posted with LCI. If you are a Canadian Club you can send your LCIF Donation Check to the following: JP Morgan Chase Lockbox Processing, Lockbox #2425, Royal Bank Plaza South Tower, 200 Bay Street, Suite 1800, Toronto, Ontario M5J 2J2. US Clubs should send their donation check to: LCIF, Department 4547, Carol Stream, IL 60122-4547.
3-9
Club Officers elections are to be held prior to April 15th.
3-10
The MD19 Club Officer Report Form (MD19 roster information form) should be completely filled out and returned to MD19 postmarked on or before April 30th. A copy is to be sent to your Zone Chairperson and current 1st Vice District Governor. In order for the Club Secretary to receive credit towards the Secretary Excellence Award, he/she must send in the Club Officer Report Form. An email notification is sent out in March through our AWeber service to let secretaries know they can obtain the form on the MD19 Website (perpetual form). Those secretaries without email are sent a hard copy.
3-11 The International PU101 Form should be completely filled out and returned to Lions Clubs International to be received by May 15th. The paper copy of the PU101 can be downloaded off LCI’s website: member center>club>club officer resources. The form will be under Club Secretary (pu101.pdf). The PU101 can also be completed on your club’s MyLCI site. A copy should be sent to the District Governor. IMPORTANT: This form will not meet the requirement for the MD19 Club Officer Report Form. MD19 2016
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3-12 The International Annual Club Activities Report should be completed by July 15th. This is done online on LCI’s MyLCI site. Send a copy to the Multiple District 19 Office, District Governor, 1st Vice District Governor, Zone Chairperson and Club President to be received by July 25th. 3-13 is not necessary if you complete this task. 3-13 The MD19 Club Activities Summary should be completed and sent to Multiple District 19 to be received by July 25th. See 2-17 for distribution. A sample is found in the Contests and Awards book right after the Secretary of the Year Award rules. 3-14 To facilitate any changes to club billing, membership discrepancies or club officer updates or changes, a club membership list noting any changes or errors should be sent to Lions Clubs International and the MD19 Office. Do this twice a year, in June and December, just before dues bills are sent in July and January. 3-15 To qualify for the Secretary Excellence Award, which is based on a point system, in addition to your record keeping, payment of dues and completion of reports the following items are considered to be part of your job description as a Secretary: a) Attend a Secretaries Training Session at either the Zone or District level before the beginning of your term or by September 30th if one not held prior to your year. b) Attend a minimum of two Zone Meetings with a club alternate attending the third. Of the three (3) Zone Meetings, the secretary must attend 2 meetings. An Alternate may attend one of the three (3) meetings if the secretary is unable to attend. c) Attend the District Conference during your term of office. d) Attend the Multiple District Annual Convention during your term of office. e) Club shall be in good standing with MD19 as of June 30th. Bonus points towards your Excellence Award may be earned by writing Congratulatory letters to clubs organized during the current Lions year. 3-16 Complete information regarding the Secretary Excellence Award is found on the MD19 Website (www.lionsmd19.com) under Contests and Awards (link found on top of main page of site) as well as in your MD19 Roster. 3-17 Meeting, Member Address or Officer changes: a) Meeting location or date changes: Notify MD19, District Governor, 1st & 2nd Vice District Governor and Zone Chairperson. Notify Lions Clubs International if change is permanent. b)
Secretary changes: Notify Lions Clubs International, Multiple District 19, District Governor, 1st & 2nd Vice District Governor and Zone Chairperson by checking box supplied for this purpose on the Monthly Membership Report (hard copy) or on your MyLCI site (Select “Officers” from ‘My Lions Club’ drop down list and make changes on next page. Note: Send a letter or email advising of Secretary change immediately once a new Secretary takes over. c) MD19 2016
Club Officer changes: President, Treasurer and Membership Director. 12
Notify Lions Clubs International (on website), Multiple District 19, District Governor, 1st & 2nd Vice District Governor, and Zone Chairperson by email, fax or letter. d)
Member’s name and address changes: Record all name and/or address changes on the Monthly Membership Report (or MyLCI) in the section supplied for this purpose.
3-18 Complete and sign the LCI Club Excellence Award Application form promptly at the end of the year. Send it to your District Governor to sign and submit to Lions Clubs International (Sample copy of form found in this manual). An updated copy can be found on International’s website. Use the site’s search engine and type in ‘Club Excellence Award Application’. 3-19 In March the MD19 Club President Excellence Award and Club Membership Director applications will be available on the MD19 Website. These applications need to be completely filled out and sent to the MD19 Office by July 25th to qualify. 3-20
Be sure to keep a copy of all correspondence and all forms.
Guidelines to Excellence 4-1
Keep accurate records of Sponsoring Members. a) A new member counts towards the Sponsors’ Membership Key after membership of one year and a day. b) Credit is still given if the new member should pass away before the end of the year and a day. c) A member will receive credit if a new member is sponsored into a club other than the member’s home club. d) The following do not count toward Membership Keys. 1) Reinstated Lions 2) Lioness or Leos 3) Transfer members 4) Charter Members
4-2
Ordering of supplies is the responsibility of the Club Secretary. Lions Clubs International will send the invoice directly to Treasurer. Work closely with the Treasurer to ensure these are paid promptly and that the invoice is correct.
4-3
The club Secretary may appoint a member to handle the ordering and stocking of supplies for the members from the Lions Clubs International catalogue.
4-4
Lions Clubs International will supply the Secretary, upon request (and if still available) with an International Supply Catalogue. Items, such as the Membership Key Awards Brochure, LCI Membership Application Form, Transfer Member Form and Club Record
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Forms, can be obtained directly from the LCI Website. Other Supplies can also be ordered online at International’s site by clicking the “LCI Store” button at the top right of the Main Page. If you cannot find an item contact the Club Supplies Department where they will do a search on the item you are looking for. There is also a “Digital Catalogue” available, which is the LCI catalogue in a digital format. The link to the "Digital Catalogue” can be found on the Club Supplies page just to the left of the 'search' box. 4-5
The Standard Club Constitution and the International Constitution & By-Laws are excellent resources and can be downloaded from the Lions Clubs International web site: http://www.lionsclubs.org On Main page click on Member Center>Resources> Publications> Legal. The following page lists all the C&BL publications.
4-6
The Multiple District 19 Constitution and By-Laws and the Contests and Awards Book are found on the MD19 Website. The C&A Book is also found in the MD19 Roster.
4-7
Keep a running file called “Previous Members File”. When a member is dropped, place records in the Previous Member file. Do not throw away. Pass this file on to the next secretary.
4-8
Advise Club Bulletin Editor, Lions Clubs International and MD19 Office and update Club Roster of any changes to membership and update club roster.
4-9
If a member transfers out: a) Complete Transfer Form following instructions on form. b) Forward a copy of the Transfer form to the new club along with a copy of the Member’s Record of Service. c) Forward a letter to the new club advising of the member’s arrival in their area. d) If new club is not known, give member a copy of the transfer form and copy of their Record of Service. e) Never part with originals. f) Place member’s records in “Previous Members File”.
4-10 New Members: a) Be sure dues are paid before inducting unless other arrangements have been made. b) Report on Monthly Membership Report with complete address. c) Start a Member Record and Member Ledger. d) Credit the Lion who sponsored the new member on his/her Member Record/Award Record Sheet as well as on the WMMR. e) Send a letter of welcome from the club indicating date of next orientation. f) Advise Bulletin Editor and Roster Editor to add new member to mailing list.
Work closely with your President and Treasurer, check the Contests & Awards book periodically, have fun and enjoy your year!
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An Illustrative Agenda Sheet (see chart on following page) Most groups use an ‘Old Business’ ‘New Business’ type of agenda. We would like to suggest another format, which is one that involves participants in a different way and makes the agenda into a work sheet. The columns can be used as follows: 1. Timing – indicate the amount of time a given item will take (e.g. 15 minutes, Treasurer’s Report and discussion) so you can know whether or not the number of items can be handled in the time you have available, or if you need to cut something out or lengthen the meeting. 2. Agenda Item – refers to the place or order of a particular item to be dealt with (e.g., minutes, nominating committee report, By-Laws, discussion, etc). 3. Method – refers to how each item will be handled (e.g., report, total group discussion, small group discussion, film, brainstorming, etc.). 4. Who Responsible – refers to the name or initials of the person responsible for that item (e.g., Henry for greetings and prayer, Judy for opening remarks and call to order, etc.). 5. Resources, Materials – Here for each agenda item you list the necessary resources and materials (e.g., coffee, tea, newsprint, scratch paper, pens, nametags pins, minutes from last meeting, etc.). 6. Each item has a specific disposition. These include; information, inspiration, reporting, policy making, decision making, discussion, recommending. Indicate for each item what its disposition is and this will help indicate the time needed on the agenda. 7. Follow-up Action – column should indicate for each item what, if any, follow-up action is indicated. This should be done at the meeting, if possible. If there is none, it helps to write the word ‘none’.
Adapted from Taking Your Meeting Out of the Doldrums By Eva Schindler-Rainman Available from University Associates of Canada Inc. Burlington, Ontario L7L 4Y8
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AN ILLUSTRATIVE AGENDA SHEET (Part 2) Meeting: Date: Time: Place: Purpose(s) or desired Outcome(s) of this Meeting:
Timing
Agenda Item
Method for
Who
Presentation, etc. Responsible
Resources Materials
Disposition
Follow-up Action (to be decided at Mtg.)
(1)
(2)
(3)
(4)
(5)
(6)
Adapted from Taking Your Meeting Out of the Doldrums By Eva Schindler-Rainman Available from University Associates of Canada Inc. Burlington, Ontario L7L 4Y8
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(7)
International MyLCI Lions Clubs International website: www.lionsclubs.org To do your Club WMMR on the International website, you must first register a user name and password to access MyLCI. Once you have completed the registration process, you will be able to enter your user name and password on the Login page to access the web site. First time users will click ‘New User? Click here to register now.’ on the Login page. You will be prompted to provide your LCI member # and other information to help LCI authenticate who you are. You will also create a user name and password that are unique to you. Finally, you will provide security questions and responses that can be used if you forget your user name or password. Do the following steps to report online: 1. On the upper right of the main page of the International website click the words that read, “MyLCI”. The next page is where it is required that you have your user name and password. You cannot get any further into the site without them. Also note that there are links that will take you to detailed instructions on how to use the MyLCI site. Available is the MyLCI Training Site. This takes you through the process of doing the WMMR as if you were actually doing the report on line. It would be most helpful for you to take the time to look through this area as supplemental to the training you received in your zone or district. 2. The ‘Home’ page (called MyLCI) for your club now has a section for ‘My Tasks’ (Upper left). Within this section is the links for doing a membership report with changes or to report no membership changes for the month. The link for the Service Activities for the month is also here. 3. When you are finished doing your WMMR and have submitted it to International it is recommended that you save a copy of the current month’s WMMR to your computer so it can be accessed at any time. Bring up the current month’s WMMR, by clicking on “My Lions Club” (top of home page second from left). Select ‘reports’, then ‘monthly membership report-detail. Fill in the year (ie: 2016) and month (ie: 07) and hit the view/print button on the bottom right of page. That month’s WMMR will come up as a PDF. Select “File”, choose “Save as” and change the name to reflect the current month, such as “July WMMR 2016” and save in the directory of your choice. 4. When you need to update information for a previous month and have not yet submitted a WMMR report for the current month, it is recommended that two transactions take place: First, submit the change (add, drop, name change, etc.) for the previous month in which it actually occurred (you can only update for the previous two months) and second, submit the WMMR for the current month. REMINDER: Your monthly MMR or WMMR is ONLY to be submitted to Lions Clubs International. The District Governor, Zone Chairperson, and the MD19 Office will access your report from your District’s web page on the International Website. You do not email or mail a WMMR to any of these officers.
MD19 2016
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The Service Activities Report on MyLCI Here are the steps to follow when reporting your Service Activities on your MyLCI Site: 1.
Log onto your clubs’ MyLCI site. You will notice under ‘My Tasks” (left hand side of page) a notification that says “Enter Service Activity for...” and will give the current month and year. Click on that task and it will take you to the service activity page.
2.
On the left side of this page choose “Add Activity”. This will take you to the submission page.
3.
Here you choose the month you in which you wish to record your activities. It will show you the complete month so if you know the day(s) of your activity you can select it at this time. Unlike the WMMR, the Service Activity will go back to the beginning of the current Lions year, so if you have yet to do previous months you will still be able to submit activities for those months. It is advisable to do your reporting on a monthly basis at the same time you do your WMMR.
4.
Signature Activities are those activities that are done on a continual basis and are created so that all you need to do is select the activity from the drop down list and then add totals for Lions, funds, hours and people served. Instructions for creating a Signature Activity are below.
5.
For other activities, click on the “Select Type” button. A selection of ‘activities’ will be shown – choose the one that best describes your activity. It will automatically be placed in the ‘activities type’ line. In the line below, name your activity. Then give a description of the activity, giving as much information as you would like.
6.
Depending on the type of activity you are also given the option of placing in the number of Lions, hours, funds donated or raised and number of people served.
7.
Also on that page is a “Detailed Activity Information” list. The “Share This Story” can be checked and this is so that others will be able to see this activity. Other options are also available and may relate to your activity. You can also add photos at this time by clicking on the browse button and locating the photo you wish to add. If your activity fits any of the four Centennial Service Challenge Activities, that particular challenge will be indicated below in the box at the bottom of the page.
8.
When you are done, hit the save button and a confirmation page will show up reporting that your submission has been received.
At the end of the year you can access a collated version of your entire year of Service Activities Reports, which is one of the year-end report options for the Secretary Excellence Award (Annual Lions Club Activities Report). Once you have logged into the “MyLCI” site, click on “My Lions Club” and select “Service Activities”. On next page, click on “Find Activities”, then select “Advanced Search”. In the Advance Search dialog box, select the year in question under “Fiscal Year” and then click “search”. The year Activities will display on the page. Click on the “View/Print” button (top left side of page next to the ‘add activity’ button) and a PDF of the report is generated. Save to your computer and send as an attachment to the MD19 Office:
[email protected] Setting up Signature Activities: 1. On the home page of your MyLCI site, select ‘Signature Service Activity” from the drop down list under “My Lions Club”. 2. On the next page, click on “Add Signature Service Activity” (upper left side of screen). 3. Select the activity type, give it a title and a description. 4. Click on the ‘save’ button and it will be added to your signature activities list and will be available until you remove it as a signature activity. MD19 2016
18
Monthly Membership Report (Hard Copy from Lions Clubs International)
SAMPLE Locate editable PDF on the LCI website: Member Center > Resources > Publication and Forms> Membership Forms and Publications (c23a.pdf). If you are mailing the hard copy, send to: LCI, Attn: Member Service Center, 300 W 22nd St., Oak Brook, IL 60523-8842; email:
[email protected] Fax: 630-706-9295 MD19 2016
19
MONTHLY MEMBERSHIP REPORT May 2016 (Submitted 5/16/2016 11:57:55AM) TA CLUB 1001413
1.
0
RESIGNED IN GOOD STANDING
MEMBERS FROM LAST REPORT
0
2.
0
DROPPED FOR NON PAYMENT
A
NEW MEMBERS
0
3.
0
DROPPED FOR NON ATTENDANCE
B
REINSTATED MEMBERS
0
4.
0
DROPPED FOR NON PAYMENT AND NON ATTENDANCE
C
TRANSFER MEMBERS
0
TOTAL BEFORE DECUCTIONS
0
5.
0
TRANSFERRED IN GOOD STANDING
D
DROPPED FROM MEMBERSHIP
0
6.
0
MOVED
MEMBERS AT CLOSE
0
7.
0
DECEASED
8.
0
OTHER
9.
0
TOTAL
IDENT
CLUB
NAME OF CLUB
DIST. NO.
1140
* *****
TA Club 1001413
TA 114
MONTH 5
YEAR 2016
MMR Date
5/2016
MMR Activity
SECRETARY’S NAME Martha TA Bing 1001413 10014136 NORTH AVE. OAK BROOK, IL 60523 Name
Address
Leo Club Members Total: Gender
Year of Birth
Occupation
Former Club
0
Drop Description
No Activity was reported for this month
MyLCI This Web Monthly Membership Report (WMMR) is what is shown on the International Website: www.lionsclubs.org and the one MD19 will download for the MD19 monthly stats. Secretaries need to have a password to gain access to the site. They are required to set up their own password at the beginning of their term in office or if they are continuing they can use their old password. If they have trouble creating a password, they need to ask the current secretary if they’ve done the LCI PU101, which needs to be taken care of before new secretaries can create a password. If the PU101 has been submitted and they still have trouble they can obtain a password by emailing:
[email protected] Club Secretaries need to be aware that if no membership changes have occurred in the month of the report they STILL NEED to go online and indicate that nothing has changed by clicking on “Report no membership changes for (current month)” under the ‘task’ section on their clubs’ MyLCI site. Otherwise they will not have done a report for that month. Backdated information (previous two months) submitted during a current month will not be considered that month’s report. MD19 2016
20
Sample of a Lions Club PROJECT REPORT FORM PROJECT
_____________________ LOCATION _______________________________
CHAIRPERSON ___________________ CO-CHAIRPERSON ________________________ LIONS: ____________________________
_______________________________
_____________________________
_______________________________
_____________________________
_______________________________
_____________________________
_______________________________
Attach additional list if necessary
TOTAL HOURS
_________
RECOGNITION ______________________
PROJECT DATES Start_______________
REPORT DATE ______________________
Finish _____________ Checks/Cheques.... = $______________ *TOTAL __________________ _____ x $100.00 = $______________ _____ x $50.00 = $______________ **EXPENSES __________________ _____ x $20.00 = $______________ _____ x $10.00 = $______________ ADVANCE __________________ _____ x $5.00 = $______________ _____ x $2.00 = $______________ BALANCE (+ -) __________________ _____ x $1.00 = $______________ Coin ......... = $______________ *Total
$_____________
CHAIRPERSON'S COMMENTS & RECOMMENDATIONS __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ _____________________________________________________________________
ADDITIONAL COMMENTS & DETAILS ON REVERSE ** List and Attach Receipts on Back
MD19 2016
21
(Sample of one type of) Club Visitation Report At the next meeting following your visitation, complete and hand to Secretary for transfer to the MD19 Visitation Excellence Award Form.
Date:
_______________________________
Club Visited:
____________________________
Location:
_______________________________
Event:
____________________________
Cost:
____________________________
Length of Time:
____________________________
Round Trip Mileage: _______________ Kilometers (x.0621 = Miles) ___________ Miles Lions Attending:
Office:
__________________________
_________________________________
__________________________
_________________________________
__________________________
_________________________________
__________________________
_________________________________
__________________________
_________________________________
__________________________
_________________________________
__________________________
_________________________________
Remarks: __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ ______________________________________________________________________
MD19 2016
22
LIONS SERVICE CREDIT REQUEST FORM Lions that have had previous breaks in Lions membership can claim their previous years as a Lion and apply it to their current Lions membership record by completing this form.
Name: ____________________________________________________________________ Current Club Name: _________________________________________________________ Current Club Number: ______________________ Current Club Join Date (month/year) Please indicate below your former club name, district, join date, drop dates and drop reason. The information provided will be matched against International Headquarters’ records and adjustments to the total years as a Lion will be made Lions Club’s Name
District
Join Date*
Drop Date*
Drop Reason
*Lions unable to provide specific service dates should give their best estimates of those dates. Total years of past active Lions club service: _______________________ Member Signature ___________________________________________ Date _____________ Lions Club President’s Signature ________________________________ Date _____________ Lions Club Secretary’s signature ________________________________ Date ______________ Submit this form to: Club Officer and Record Administration 300 W 22nd Street, Oak Brook, IL 60523-8842 USA
[email protected] This form can be completed online at LCI’s website, www.lionsclubs.org. From Main Page: Member Center> Resources > Forms & Publications > Membership Forms & Publications > Reinstated Lions Service Credit Program. It’s located on last page under Membership Forms (ME48) MD19 2016
23
(This form can be used if you do not use the MyLCI site to submit your MMRs)
TRANSFER MEMBER FORM
Transfer Instructions for the Club Secretary Responsibilities of the current club 1. Complete the “To/From” section of this form as well as your portion of this transfer form. For purposes of this form, your club will now be referred to as the “Former Lions club.” 2. Drop the member using the WMMR or MMR 3. Send a copy of this transfer form to the club the member wishes to transfer into. Responsibilities of the new (transfer accepting) club 1. Complete your portion of the transfer form. 2. Keep a copy of the completed transfer form for your records. 3. Use either the WMMR or MMR to report the member as a transfer. If using the WMMR to report, locate the appropriate dropped member within the “transfer” section of the WMMR and transfer that person into your club. If using the MMR, report the member as a transfer into your club and send both the MMR and this form to Lions Clubs Internationals at the address below. TO: NAME OF NEW LIONS CLUB (if known): _________________________, District ______ New Lions Club ID Number ___________ FROM: NAME OF FORMER LIONS CLUB: __________________________, District ______ We are pleased to recommend this Lion in good standing for membership into a new club. ****************************FORMER LIONS CLUB SECTION********************** Full Name: _________________________________ Spouse’s Name: _______________________ New Address: ____________________________________________________________________ Telephone: _________________________ Arrival date in your area: ________________________ A Lion Since: __________________ Listed as a dropped member on our MMR/WMMR for the month of: ________________________ Highest Chevron received: _______________ Highest Membership Key awarded: _____________ Sponsored the following new members who will count as credit toward Key Awards on dates shown ___________________________________________________________________________________ _____________________________________________________________________________
Member a Melvin Jones Fellow? Yes ______________ No _______________ Highest Club Office Held: ______________________________ Highest district office held: _____________________________ Highest multiple district office held: ______________________ Highest international office held: _________________________
MD19 2016
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Special remarks: ___________________________________________________________________________________ _________________________________________________________________________________ Member’s club service record available on request? Yes _______________ No ______________ Former Club Name: ______________________________________________________________ Former Club Account Number: _____________________________________________________ Address: ________________________________________________________________________ District: _________________________________ Secretary’s Telephone: ____________________ Date: ________________ ___________________________________________________ Former Club Secretary’s Signature **************************** NEW LIONS CLUB SECTION ************************* NEW CLUB SECRETARY: Please complete this section and keep for your records. Lion __________________________________________________, a former member of _____________________________________, District ______________, was accepted as a transfer in our Lions Club of ______________________________________, District ______________ on _______________ (date). ____________________________________________________ New Club Secretary’s Signature Transfer Process Questions For questions regarding the transfer process, contact the Membership Operations Department by email at
[email protected] or by phone at 630-468-6786 MMR Users For questions regarding the submission of the MMR, contact the Club Officer & Record Administration Department by email at
[email protected] or by phone at 630-468-6908. Send completed MMR form as well as this transfer form to Lions Clubs International at the following address: Club Officer & Record Administration Lions Clubs International 300 W. 22nd Street Oak Brook, IL 50823-8842 USA WMMR Users To report via the WMMR, go to “MyLCI” section of the Lions Clubs International Web Site (lionsclubs.org) and enter your member number and password. For questions regarding the MyLCI reporting, contact the Information Systems Dept. by email at
[email protected] or by phone at 630-468-6851. For assistance reporting via the WMMR, also see the Quick Reference Guide located at the “MyLCI” section of the Lions Clubs International Web Site (lionsclubs.org).
MD19 2016
25
MEMBERSHIP DROPS SUGGESTED POSITIVE POLICY & PROCEDURES When your club is thinking about dropping a member, please keep in mind: 1. Attendance at regular meetings is not mandatory 2. Working on Lions Club projects or going on a visitation to another Lions Club is considered a makeup meeting. 3. A member, who is working, is sick, on holidays or on Military duty is automatically excused from meetings. 4. If there is an issue with non-payment of dues, would creating a payment schedule semi-annually or quarterly help? It is something to consider. Dropping a Lion requires action by the Club’s Board of Directors. It is not the sole responsibility of the Club Secretary or Treasurer. If you have Lions the club is thinking of dropping: - Contact the members by telephone or letter first to see if they would like to remain members of your club. -
If no response, check with their sponsor.
-
If they are paid up members, why is the club thinking of dropping them? They appear to support the mission of Lions by paying their dues and they are helping with administrative expenses, so why drop them?
-
If they have moved, figure out where they are currently located and transfer them. People are sometimes quite diligent in changing their address for The Lion magazine. This updates their address online; thus checking your club records online with Lions Clubs International could reveal their new mailing address.
-
Discuss any proposed action with your Lions Club Executive before taking any action.
If you have questions about the procedure you should follow, discuss the situation with your Zone Chairperson or District Governor.
REINSTATEMENT OF MEMBERSHIP (LIONS CLUBS INTERNATIONAL STANDARD CLUB CONSTITUTION & BY-LAWS By-Laws, Article 1 – Membership: Section 5. Reinstatement of Membership. Any member dropped from membership in good standing may be reinstated by the club’s board of directors, and will retain their prior Lions service record as part of their total Lions service record. Members that have been dropped from membership for more than twelve (12) months must be approved in accordance with Article III, Section 2 of the Constitution.
MD19 2016
26
Dropped Member Report DISTRICT / ZONE _____
CLUB _____________________________________
NAME OF DROPPED MEMBER __________________________________________ HOW LONG A MEMBER _____ HOW WAS DROP INITIATED?: MEMBER? _____
BOARD OF DIRECTORS? _____
OTHER? _____
WHO CONTACTED MEMBER?: MEMBERSHIP / RETENTENTION DIRECTOR?
_____
MEMBER OF MEMBERSHIP RETENTION COMMITTEE
_____
SPONSOR
_____
OTHER? (SPECIFY) ____________________________________ WAS RETENTION DISCUSSED WITH MEMBER?
_____
WAS A LEAVE OF ABSENCE CONSIDERED?
_____
WAS MEMBER-AT-LARGE STATUS DISCUSSED?
_____
WAS A MEMBERSHIP STATUS CHANGE DISCUSSED?
_____
WAS TRANSFER TO ANOTHER LIONS CLUB DISCUSSED?
_____
SUBMITTED BY ____________________________ MEMBERSHIP/RETENTION DIRECTOR
FOR CLUB SECRETARY IF MEMBER MOVED, WAS TRANSFER FORM SENT TO INTERNATIONAL? _____ IF NOT, STATE REASON
PLEASE MAKE SEVERAL COPIES OF THIS FORM SO YOU WILL HAVE SOME ON HAND!
MD19 2016
27
MEMBERSHIP CATEGORY CHART Category
Prompt payment of dues (club, district & Int’l)
Participation in club activities
Conduct reflecting favorable image
ACTIVE
YES
YES
YES
AFFILIATE
YES
YES, When able
YES
ASSOCIATE
YES, CLUB ONLY
YES, When able
YES
HONORARY
NO, Club pays applicable Int’l & district dues
NO
YES
LIFE
YES, district & club only – NO Int’l dues obligation
YES, When able
YES
MEMBER AT LARGE
YES
YES, When able
YES
PRIVILEGED
YES
YES, When able
YES
Category
Eligibility to seek club, district or Int’l office
Voting Privileges
Delegate at District or Int’l Convention
ACTIVE
YES
YES
YES
AFFILIATE
NO
Club Matters Only
NO
ASSOCIATE
NO
District Convention (Primary) Club Matters Only (Both)
NO
HONORARY
NO
NO
NO
LIFE
Yes, If fulfills obligations of Active Member
Yes, If fulfills obligations of Active Member
Yes, If fulfills obligations of Active Member
MEMBER AT LARGE
NO
YES, Club Matters Only
NO
PRIVILEGED
NO
YES
YES
MD19 2016
28
Member Record Lion_______________________________________________________________________ Last First Middle Nickname Address __________________________________________________ Res: ( ) __________ Street City State/Prov. Name of Company ____________________________________ Bus: (
) ______________
Address _____________________________________________ Zip/Postal Code _________ Send Mail To:
Company
Home __________________________________________
Classification__________________________ Sponsor ______________________________ Birthday _____________________________ Spouses Name ________________________
Record of Club Service Charter New Transfer Reinstate
Joined In _________________20____ Reported to International ________20____ Date Elected
Name of Office / Committee
Date Released
M-33-SA MD19 2016
29
Date Elected
Privileged Honorary Mem. At Large Associate Name of Office / Committee
Date Released
Award Record (See “Awards of Distinction” in Secretary’s Section of President’s Book)
Perfect Attendance Awards Date Qualified
Date Qualified
Date Qualified
Date Qualified
Date Qualified
1 ________
9________
17 ________
25 ________
33 _______
2 _______
10 ________
18 _________
26 _________
34 _________
3 _______
11 ________
19 _________
27 _________
35 _________
4 _______
12 ________
20 _________
28 _________
36 _________
5 _______
13 ________
21 _________
29 _________
37 _________
6 _______
14 ________
22 _________
30 _________
38 _________
7 _______
15 ________
23 _________
31 _________
39 _________
8 _______
16 ________
24 _________
32 _________
40 _________
KEY AWARDS New Member Sponsored 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11 12.
Date
New Member Sponsored
Date
13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24.
25. Key Issued _____ Membership Advancement Key Issued _______ Master Key Issued ______ Senior Master Key Issued ________ Other Keys _______
10 Year Charter Chevron 15 Year Charter Chevron 20 Year Charter Chevron 25 Year Charter Chevron 30 Year Charter Chevron 35 Year Charter Chevron 40 Year Charter Chevron 45 Year Charter Chevron 50 Year Charter Chevron MD19 2016
Chevrons Date Qualified or 10 Year Old Monarch _________ “ 15 Year Old Monarch _________ “ 20 Year Old Monarch ____ _________ “ 25 Year Old Monarch _________ “ 30 Year Old Monarch _________ “ 35 Year Old Monarch _________ “ 40 Year Old Monarch _________ “ 45 Year Old Monarch _________ “ 50 Year Old Monarch _________ 30
Member Attendance Record
MD19 2016
31
Name ____________________________________
Members Ledger Date
Explanation
Charges
Balance
Credits
Explanation
Brought forward
Carried Forward
M-33-GBA MD19 2016
32
Date
MD19 2016
33
LIONS CLUB BRANCH Club Officer Report Form
2017-2018 MD 19 ROSTER INFORMATION PLEASE RETURN BY APRIL 30TH FOR THE MD19 ROSTER
Make Copies to send to: YOUR ZONE CHAIRPERSON & 1st Vice District Governor
PLEASE SEND TO: MD19 LIONS OFFICE 4141 W MAPLEWOOD AVE. BELLINGHAM, WA 98226 TYPE OR PRINT CAREFULLY AND COMPLETE IN DETAIL NAME OF BRANCH ___________________________________________________________________ DISTRICT/ZONE _________
PARENT CLUB ______________________________________________________________________________________________ TIME OF MEETING __________________ A.M. P.M.
MEETING PLACE ____________________________________
MEETING ENDS AT _________________ WEEKLY
1ST & 3RD
DAY OF WEEK _____________________
2ND & 4TH
ADDRESS _________________________________________
(If Club Branch has more than one meeting time etc., fill spaces below)
TIME OF MEETING __________________ A.M. P.M.
MEETING PLACE ____________________________________
MEETING ENDS AT _________________ WEEKLY
1ST & 3RD
2ND & 4TH
ADDRESS _________________________________________
DAY OF WEEK ____________________ COORDINATOR: (will be listed as Pres. in MD19 Roster)
VICE COORDINATOR (will be listed as Sec. in MD19 Roster)
______________________________________________ NAME ______________________________________________ MAILING ADDRESS ______________________________________________ CITY ______________________________________________ STATE / PROVINCE, ZIP / POSTAL CODE
_________________________________________________ NAME _________________________________________________ MAILING ADDRESS _________________________________________________ CITY _________________________________________________ STATE / PROVINCE, ZIP / POSTAL CODE
____________ _________________________________ (AREA CODE) (RESIDENCE PHONE)
____________ ____________________________________ (AREA CODE) (RESIDENCE PHONE)
___________ __________________________________ (AREA CODE) (BUSINESS PHONE)
____________ ____________________________________ (AREA CODE) (BUSINESS PHONE)
____________ _________________________________ (AREA CODE) (FAX)
___________ ______________________________________ (AREA CODE) (FAX)
_____________________________________________ E-MAIL ADDRESS
_________________________________________________ E-MAIL ADDRESS
PLEASE GIVE THE NAMES, ADDRESSES, PHONE NUMBERS WITH AREA CODES OF ANY PAST DISTRICT GOVERNORS WHO ARE MEMBERS OF YOUR CLUB BRANCH (use back of form if necessary):
MD19 2016
34
Lioness Club Officer Report Form 2017-2018 ROSTER INFORMATION RETURN BY APRIL 30TH
NEEDED FOR MULTIPLE DISTRICT 19 ROSTER PLEASE SEND: 1 COPY TO YOUR ZONE CHAIRPERSON 1 COPY TO MD19 LIONS OFFICE & 1st VICE DISTRICT GOVERNOR 4141 W MAPLEWOOD AVE. BELLINGHAM, WA 98226 TYPE OR PRINT CAREFULLY AND IN COMPLETE DETAIL NAME OF CLUB ___________________________________ DISTRICT/ZONE _________ NAME OF SPONSORING LIONS CLUB __________________________________________ TIME OF MEETING ___________ A.M. P.M.
MEETING ENDS AT _______________
MEETING PLACE ____________________________________________________________ ADDRESS __________________________________________________________________ WEEKLY 1ST & 3RD DAY OF WEEK _______________________ 2ND & 4TH
YOU MUST INCLUDE ZIP OR POSTAL CODE IN ORDER TO RECEIVE THE MD19 LIONS BULLETIN.
PRESIDENT:
SECRETARY:
TREASURER:
___________________
__________________
_________________
NAME
NAME
NAME
___________________
__________________
_________________
MAILING ADDRESS
MAILING ADDRESS
MAILING ADDRESS
___________________
__________________
_________________
CITY
CITY
CITY
___________________
__________________
_________________
STATE / PROVINCE, ZIP / POSTAL CODE
STATE / PROVINCE, ZIP / POSTAL CODE
STATE / PROVINCE, ZIP / POSTAL
______ _____________
______ ____________
_________________
(AREA CODE) (RESIDENCPHONE)
(AREA CODE) (RESIDENCE PHONE)
(AREA CODE) (RES PHONE)
____ ______________
______ ____________
_________________
(AREA CODE) (BUSINESS PHONE)
(AREA CODE) (BUSINESS PHONE)
(AREA CODE) (BUS PHONE)
____ ______________
________ __________
_________________
(AREA CODE) (FAX)
(AREAODE) (FAX)
(AREA CODE) (FAX)
_______________________
__________________
_________________
EMAIL ADDRESS
EMAIL ADDRESS
EMAIL ADDRESS
MD19 2016
35
LEO CLUB OFFICER REPORT FORM
2017-2018 MD19 ROSTER INFORMATION RETURN BY APRIL 30TH. PLEASE SEND 1 COPY TO: Your Zone Chairperson & 1st VDG (District Governor-Elect) 1 COPY TO: MD19 LIONS OFFICE 4141 W MAPLEWOOD AVE. BELLINGHAM, WA 98226
TYPE OR PRINT CAREFULLY AND IN COMPLETE DETAIL NAME OF CLUB ___________________________________________________ DISTRICT/ZONE _________ NAME OF SPONSORING LIONS CLUB ____________________________________________________ TIME OF MEETING ___________
A.M.
P.M.
MEETING ENDS AT _________________
MEETING PLACE _______________________________________________________________________ ADDRESS _____________________________________________________________________________
WEEKLY 1ST & 3RD 2ND & 4TH
DAY OF WEEK _______________________
PRESIDENT:
LEO CLUB ADVISOR:
LIONS LIASION (If other than advisor)
___________________
__________________
_________________
NAME
NAME
NAME
___________________
__________________
_________________
MAILING ADDRESS
MAILING ADDRESS
MAILING ADDRESS
___________________
__________________
_________________
CITY
CITY
CITY
___________________
__________________
_________________
STATE / PROVINCE, ZIP / POSTAL CODE
STATE / PROVINCE, ZIP / POSTAL CODE
STATE / PROVINCE, ZIP / POSTAL
______ _____________
______ ____________
_________________
(AREA CODE) (RESIDENCPHONE)
(AREA CODE) (RESIDENCE PHONE)
(AREA CODE) (RES PHONE)
____ ______________
______ ____________
_________________
(AREA CODE) (BUSINESS PHONE)
(AREA CODE) (BUSINESS PHONE)
(AREA CODE) (BUS PHONE)
____ ______________
________ __________
_________________
(AREA CODE) (FAX)
(AREAODE) (FAX)
(AREA CODE) (FAX)
_______________________
__________________
_________________
EMAIL ADDRESS
EMAIL ADDRESS
EMAIL ADDRESS
MD19 2016
36
URGENT ! THIS IS YOUR 201- / 201- LIONS CLUB’S OFFICER REPORTING FORM Lion Secretary: Reporting newly elected club officers is extremely Important to ensure that the new officers receive the information and material they will need for the coming year. You may report the new officers using the MyLCI Website or by mailing this printed form to International Headquarters (deadline May 15). Mailing instructions follow. Changes in club officers during the fiscal year should be entered in MyLCI or sent to International Headquarters.
IDENT.
CLUB NO.
DISTRICT
NAME OF CLUB
INT. OFFICE USE ONLY LANG. COUNTRY Your meeting place and time are printed on the left. If there are changes in your meeting information, indicate the changes below SUN
MON
TUE
WED.
THU.
FRI
SAT
EACH WEEK 1ST WEEK 2ND WEEK 3RD WEEK 4TH WEEK ALT. WEEKS HOUR
MEETING PLACE ________________________________________ STREET ADDRESS _______________________________________ CITY ___________________________________________________ Postal Code _____________________________________________ Club Website URL _____________________________
STATE OR PROVINCE ____________________________________
* Member numbers are found on the Semi-Annual Membership Dues Invoice. # Provide updated home address information in the local mailing format. Lions mail will be sent to the home address unless SEND TO CLUB ADDRESS is checked.
Club Mailing Address: ___________________________________________________________________________________________________ ___________________________________________________________________________________________________ ___________________________________________________________________________________________________ PRESIDENT: NAME
MEMBER NUMBER*
PREFERRED CONTACT NUMBER:
# PHONE TYPE CELL HOME BUS.
#
E-MAIL ADDRESS
SPOUSE/ADULT COMPANION NAME
SEND MAIL TO CLUB ADDRESS
SECRETARY: NAME
MEMBER NUMBER*
PREFERRED CONTACT NUMBER:
#
PHONE TYPE CELL HOME BUS.
#
E-MAIL ADDRESS
SPOUSE/ADULT COMPANION NAME
SEND MAIL TO CLUB ADDRESS
TREASURER: NAME
MEMBER NUMBER*
PREFERRED CONTACT NUMBER:
#
PHONE TYPE CELL HOME BUS.
#
E- MAIL ADDRESS
MD19 2016
SPOUSE/ADULT COMPANION NAME
37
SEND MAIL TO CLUB ADDRESS
* Member numbers are found on the Semi-Annual Membership Dues Invoice. # Provide updated home address information in the local mailing format. Lions mail will be sent to the home address unless SEND TO CLUB ADDRESS is checked.
FIRST CLUB VICE PRESIDENT: NAME
MEMBER NUMBER*
#
PREFERRED CONTACT NUMBER:
PHONE TYPE CELL HOME BUS.
#
E- MAIL ADDRESS SECOND CLUB VICE PRESIDENT: NAME
SPOUSE/ADULT COMPANION NAME
SEND MAIL TO CLUB ADDRESS
MEMBER NUMBER*
PREFERRED CONTACT NUMBER:
#
PHONE TYPE CELL HOME BUS.
#
E- MAIL ADDRESS MEMBERSHIP CHAIRPERSON: NAME
SPOUSE/ADULT COMPANION NAME MEMBER NUMBER*
#
SEND MAIL TO CLUB ADDRESS
PREFERRED CONTACT NUMBER:
PHONE TYPE CELL HOME BUS.
#
E- MAIL ADDRESS
SPOUSE/ADULT COMPANION NAME
Mailing instructions: a. Send one copy to International Headquarters using the Following address: LIONS CLUBS INTERNATIONAL MEMBER SERVICE CENTER 300 WEST 22ND STREET OAK BROOK, IL 60523-8842 Email:
[email protected] Fax: 630-706-9295 Phone: 630-203-3830 b. Alternatively, next year officers can be submitted via the MyLCI Website. http://mylci.lionsclubs.org
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SEND MAIL TO CLUB ADDRESS
APPLICATION FOR 2016-2017 MD19 PRESIDENT’S EXCELLENCE AWARD In order to receive the President’s Excellence Award, the Club must have met the following criteria during the 2016-2017 year and the Club Secretary must fill out this form and send it to the MD19 Office by July 25th of the following Lions year. A maximum of 145 points can be earned with 115 points needed to qualify for this award. ________________ ______________________________________________ _____________ Club No. (4 or 6 digits) Club Name Dist./Zone Date
__________________________________ (Please Print) 2016-2017 Club President
________________________________________ (Please Print) 2016-2017 Club Secretary
THE FOLLOWING REQUIREMENTS MUST BE FULFILLED: (Please check the boxes) 1. MEMBERSHIP GROWTH: A net gain of one (1) member has been realized by the end of the year, July 1, 2015 – June 30, 2016 20 points 2. 2015-16 LEADERSHIP PREPARATION: The Club President will attend an online or face-toface MD19 approved president training at the zone or district level after his/her club election and prior to June 30th of the Lions year in which he/she served. If training was not completed by June 30th, the president may attend a training at the zone or district level by September 30th. The District Global Leadership Team Coordinator will report the completion of the training to the MD office and District Governor by October 25th of that year on a form found on the MD19 website. 15 points _______________________________________ Place & Date of Club Officer Training
3. SETTING CLUB PRIORITIES: A minimum of one three-hour planning session was held during the current Lions year and was attended by a majority of club members.
____________________________ Date of Planning Session
15 points
________________________ Facilitator If using an outside facilitator 5 points.
4. CLUB ACTIVITIES: At least one fund-raising project and one service project was held during the current Lions year.
15 points
5. DISTRICT SPRING CONFERENCE: At least two (2) members, one (1) of which is the Club President, will register and attend the District Spring Conference. These second member may not be the Zone Chairperson or the District Governor. 20 points _____________________________ Name of Attendee / Office held
_____________________________ Name of Attendee / Office held
6. CONTESTS & AWARDS: The club will participate in at least one (1) Contests and Awards competition at their District Conference.
20 points
7. Communication: a. The club published a monthly newsletter with copies distributed to the District Governor, Vice District Governor, Zone Chairperson, Multiple District 19 Office, club members and others as desired. 20 points b. The club published and distributed a club brochure at club functions. 15 points Copy of brochure must be submitted to MD19 Office by June 30th. MD19 2016
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APPLICATION FOR 2016-2017 CLUB MEMBERSHIP DIRECTOR EXCELLENCE AWARD In order to qualify for the Club Membership Director Excellence Award, the Membership Director must have earned at least 115 points up to a maximum of 145 points. The Membership Director or Club Secretary must fill out this form and send it to the MD19 Office by July 25th of the following Lions year. ________________ ______________________________________________ _____________ Club No. (4 or 6 digits) Club Name Dist./Zone Date _______________________________________ (Please Print) 2016-2017 Club President
_____________________________________ (Please Print)
2016-2017 Club Membership Director
PLEASE CHECK THE BOXES BELOW FOR EACH FULFILLED REQUIREMENT:
1. Attend a Club Membership Director online or face-to-face MD19 approved Club Membership Director training at the zone or district level after his/her club election and prior to June 30 th of the Lions year in which he/she served. If training was not completed by June 30th, the Club Membership Director may attend a training at the zone or district level by September 30th.The District Global Leadership Team Coordinator will report the completion of the training to the MD office and District Governor by October 25th of that year on a form found on the MD19 website. 15 Points
_______________________________________ Place & Date of Club Officer Training
2. Attended his/her own Club’s Planning Session. ____________________________ Date of Planning Session
20 Points
________________________ Facilitator
3. Held an Open House or Invite-a-Friend event for his/her own club. 30 Points 4. Organized at least one Club Orientation Presentation.
30 Points
5. Maintained a three (3) person Membership Committee (clubs with over 50 members) or a two (2) person committee (clubs with 50 members or less). 20 Points 6. Showed a 5% increase in club membership.
15 Points
7. Attended Zone Meetings and shared any new programs and their results that are being used to recruit, orient and retain members. (5 pts per meeting) 15 Pts Max _______________ ___________________ _________________ (Date of Mtg.) (Date of Mtg.) (Date of Mtg.) MD19 2016
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2015-2016 LCI CLUB EXCELLENCE AWARD APPLICATION To qualify the club must be chartered for 6 or more months prior to the end of the fiscal year, further the objectives of the association, adhere to the association’s constitution and by-laws and policies, and meet each requirement noted below during the fiscal year. This is a sample. The 2016-17 Application may be different. Check the LCI site for updated form in the spring.
_____________
_________________________________________ ______________
Club Number
Club Name
____________________________________________________________ 2015-2016 Club Presidents’ Name
Date _________________ Member Number
SERVICE - The club has conducted at least three service projects. Please briefly describe the service activities that were
conducted: Date: _______________
Activity: ___________________________________________________________
Date: _______________
Activity: ___________________________________________________________
Date: _______________
Activity: ___________________________________________________________
CONTRIBUTION - The club has made a contribution to LCIF. MEMBERSHIP DEVELOPMENT – The club achieved a net growth in membership (including club branch members when applicable) or sponsored a new club. The new members attended an orientation and were properly inducted into the Lions club. Net Growth in Members: ________
Name of Sponsored club or Branch: ___________________________________
COMMUNICATION - The club has publicized the club’s service activities to the public through local media and effectively communicated activities to club members. Please explain briefly how the club service activities were publicized. _______________________________________________________________________________________________ LEADERSHIP DEVELOPMENT – All officer positions were filled in accordance with the constitution and bylaws by qualified Lions, the club was represented at zone meetings and a majority of the club officers participated in a leadership training program. The training program could include training offered at the zone, district, multiple district or International level. Online courses from the Lions Learning Center, participation a Club Excellence Process (CEP) Workshop or completion of the Certified Guiding Lion Course count toward the award. CLUB ACTIVITY – The club has hosted regular and meaningful club meetings and Membership, Service Activites and the New Club Officers in a timely manner. CLUB IN GOOD STANDING – The club is not in Status Quo and all international dues billings and new member entrance fees have been paid in full. No more than US$50 in any other expense due to LCI is outstanding beyond ninety (90) days. _____________ Date
________________________________________ 2015-2016 District Governor’s Signature*
__________ District
____________ Member No.
*Applications received from the District Governor’s registered email address will be considered signed by the District Governor, In undistracted areas the coordinating Lion or provisional zone or region chairpersons should sign the completed form. The completed form must be mailed to the English Language Department at International Headquarters, or email to
[email protected], or fax to (630) 706-9273, to arrive by August 31, 2016. Request for review of award eligibility from a disqualified club shall be considered only if received at International Headquarters within 12 months after completion of the fiscal year, provided that the original application form is already filed at International Headquarters. The award will be mailed to the 2016-2017 district governor for presentation. In undistricted areas the award will be mailed directly to the Coordinating Lions or directly to the 2015-2016 club president. DA-1.EN 10/15
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Sample of New Club Congratulations Letter
Rex Quill, Secretary Home Town Lions Club P.O. Box A-1 Home Town, WA 00000 January 15, 201Leon Newby, Secretary New Town Lions Club #1 Main Street New Town, B.C. V0X 0X0 Dear Secretary Leo, On behalf our President Simba, the Board of Directors and the members of the Home Town Lions Club. I would like to congratulate you and your new Lions Club members on your upcoming Charter Night February 30th 201- and welcome your new Lions Club to the Lions Family. We would enjoy having a visit from the members of your club. We meet every Wednesday evening at the Community Hall, 7th and Main St.; our members begin to arrive at 6:00 pm with the call to order at 7:00pm. As our meals are catered please phone in advance with the number of Lions who are planning to visit. My phone number is (555) 555-5555, and is listed with our club’s information in the Multiple District 19 Roster for future information. Again congratulations, and welcome to the world of Lionism. Yours in Service,
Rex Quill Rex Quill Secretary Cc
MD19 Office Club President Club File
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Sample of Thank You Letter
Mountain, B.C. V0X 0X0 Leo, Rex Quill, Secretary Home Town Lions Club P.O. Box A-1 Home Town, WA 00000 June 15, 201Leo Simba, Secretary Mountain Town Lions Club # 12 Hillside Rd. Mountain Town, WA 00000 Dear Secretary Leo, On behalf of President McPeak, the Board of Directors and members of the Home Town Lions Club, I wish to extend our warm thanks for the assistance provided by the Mountain Top Lions Club in completing the final stage of painting the Home Town County Museum this last weekend. The old museum looks like new with its topcoat and I am sure this new look will attract many visitors this summer. The Home Town Museum Board will mount a plaque to proclaim that both the Home Town and Mountain Top Lions Club provided the volunteer labor. Once again our sincere thank you to your members for their unselfish efforts in the spirit of Lionism.
Yours in Service,
Rex Quill Rex Quill Secretary Cc
MD19 Office Club President Club File
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Sample of Memorial Letter
Rex Quill, Secretary Home Town Lions Club P.O. Box A-1 Home Town, WA 00000 June 15, 201Leo Simba, Secretary Mountain Town Lions Club # 12 Hillside Rd. Mountain Town, WA 00000 Dear Secretary Leo, On behalf of the Home Town Lions Club, it is indeed with great sorrow that we offer condolences on the passing of Past International Director Ricky Pride, a member of the Mountain Town Lions Club. We were saddened to hear of your loss, and we know that he will be missed by everyone who knew him. Our thoughts are with your club and Lion Ricky’s family at this time of remembering him and the contributions he made to your club and your community. May he always stay in your hearts and in your thoughts.
Yours in Lionism,
Rex Quill Rex Quill Secretary Cc
MD19 Office District Governor Club President Club File
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Sample of Visiting Lions Notification Letter Penelope Parker, Secretary Prosperity Lions Club P.O. Box 989 Happy Town, B.C. V0X 0X0 September 11, 201Robert Shoreline Harbor Point Lions Club 1234 Coastline Rd. Harbor Point WA, 00000 Dear Secretary Robert, It was a pleasure to have two of your Lions attend our meeting of September 05 th. Lions John Bull and Curly Locks appeared to enjoy our meeting and program presented by the local Department of Fisheries Office. Due to unforeseen circumstance, our Tail Twister had to be excused from the meeting and could not give the special attention that is normally reserved for visiting Lions. Special permission has been granted to your Tail Twister to fine your members John and Curly for sitting together at the meeting rather than separating and sitting amongst our Lions. As a tip, any fines assessed against John and Curly on behalf of our Tailtwister could be considered a donation to your club convention account.
Yours in Service,
Penelope Parker Penelope Parker Secretary
Cc
MD19 Office Club President Club File
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Sample of Club Announcement Letter Roger Records, Secretary Pancake Valley Lions Club P.O. Box 123 Flapjack Valley, B.C. V0X 0X0 April 12th, 201Multiple District 19 Lions Clubs International P.O. Box 66 Bellingham WA, 98227 Dear Patty Allen, Executive Secretary MD19 The Pancake Valley Lions Club will be holding its 50th annual Father’s Day Pancake Breakfast on June 15th 201-. We request that the following announcement be placed in the Border Crossing this month. Pancake Valley 50th Annual Father’s Day Pancake Breakfast Flapjack Valley Community Hall, 88 Syrup St. Flapjack Valley B.C. Sunday June 15th, 201-
8:00am to 12:00 Noon.
Our Lions will serve great Pancakes and Sausage, Juice and Coffee. $8.00 CDN / US Thank you in advance for your cooperation, if more information is required please do not hesitate to contact me. Yours in Service,
Roger Records Roger Records Secretary (Note: A copy of this letter should be personalized and sent to the DG, VDG, & ZC) Clubs advertising fundraisers must purchase space according to the Price List for Ads found in the Border Crossing. There is no charge for clubs announcing a Charter Anniversary, Charter Night or Installations, etc. under the Special Events section. AWeber (emailed) can also be used to send information to Lions Clubs. See the Border Crossing for costs. MD19 2016
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Sample of Letter Acknowledging District Governor Visit George Lawmaker, Secretary Sheriff Hills Lions Club P.O. Box 2212 Sheriff Hills, WA 00000 Jan 12th 201District Governor Gloria Goodyear MD19 Lions Clubs International 1234 Membership Lane Needmore, WA 00000 Dear District Governor Gloria, President Harry Handcuffs has marked his agenda for your visit to our club on February 15 th. Our Board of Directors convenes at 5:45 pm with our regular meeting beginning at 7:00pm. As this is your official visit to our Lions Club there will be no other program scheduled for this evening. The Sheriff Hills Lions Club members are looking forward to your visit and would like to ask you to let us know by February 1st how many Lions, including your spouse will be accompanying you so we may advise our caterers. Naturally our club will pay for your meal and the price for other guests accompanying you will be $9.50 US. We are looking forward to your visit and if you have any requests or require further information do not hesitate to contact me. Yours in Service,
George Lawmaker George Lawmaker Secretary (Note: This letter format can also be used for the Zone Chairperson’s Official Visit)
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Sample of Meeting Change Letter Roger Records, Secretary Pancake Valley Lions Club P.O. Box 123 Flapjack Valley, B.C. V0X 0X0 April 13th, 201Multiple District 19 Lions Clubs International P.O. Box 66 Bellingham, WA 00000 Dear Patty Allen, Executive Secretary Pancake Valley Lions Club celebrates 50 years of service! Due to the Pancake Valley Lions Club holding their 50th Annual Father’s Day Pancake Breakfast on June 15th 201- our regular meeting of June 13th has been cancelled. We will resume our regular meeting schedule on June 27th 201-. Please publish this meeting change in the next Border Crossing. Please join us for a great Pancake Breakfast and the celebration of serving our community for 50 years.
Yours in Service,
Roger Records Roger Records Secretary
Cc
District Governor Vice District Governor Zone Chairperson
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LIONS CLUBS INTERNATIONAL TELEPHONE DIRECTORY (630) 571-5466 to get the operator Department Extension Email Club Supplies & Distribution 440
[email protected] Fax # 1-630-571-0964 Toll free # 1-800-710-7822 Questions & Concerns
[email protected] Convention (630) 468-6761
[email protected] Registration & Hotel Accommodations (630) 468-6914 District & Club Administration 6828
[email protected] English Language 6919
[email protected] Eurafrican 6929
[email protected] Ibero-American 6862
[email protected] Pacific Asian 6953
[email protected] Extension & Membership (630) 468-6734
[email protected] Membership Operations 3831
[email protected] Finance Division (630) 468-6834
[email protected] Accounting 3832 Budget & Auditing 3839 Accounts Receivable 3810
[email protected] Membership Billing 3820 Information & Technology Division (630) 203-3844
[email protected] Member Service Center (630) 203-3830
[email protected] International Activities & Program Planning
[email protected] Youth Programs (630) 571-5466
[email protected] Youth Camp & Youth Exchange
[email protected] Health & Children’s Services Dept. (630) 203-3841
[email protected] Program Development Dept. (630) 571-5466 ext. 316
[email protected] Leadership Development Programs Leadership Division (630) 468-6935
[email protected] Institutes & Seminars (630) 468-6740 Leadership Administration (630) 468-6923 Program Design & Development (630) 468-6703 Legal (630) 571-5466 ext.3847
[email protected] Certificates of Insurance 1-800-316-6705 LCIF (630) 468-6901
[email protected] Fax (630) 571-5735 Humanitarian Grants (630) 468-6887
[email protected] Donations & Donor Recognition (630) 203-3836
[email protected] Public Relations & Communications (630) 468-6817
[email protected] Fax (630) 571-1685 Advertising & Production ext. 6880 Audio Visual & Events (603) 203-3812 Public Relations ext. 6883 Peace Poster Contest ext. 6835 Officers & Director Bios ext. 6767 E-Clubhouse ext. 6882 LION Magazine Address change (630) 468-3830
[email protected]
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COMMONLY USED ABBREVIATIONS IN LIONS MD19:
MULTIPLE DISTRICT 19
LCI:
LIONS CLUBS INTERNATIONAL
LCIF:
LIONS CLUBS INTERNATIONAL FOUNDATION
CARE:
COOPERATIVE FOR ASSISTANCE AND RELIEF FOR EVERYWHERE
NWLF:
NORTHWEST LIONS FOUNDATION
LBCHCS:
LIONS of BC HEARING CONSERVATION SOCIETY
YEP:
YOUTH EXCHANGE PROGRAM
CNIB:
CANADIAN NATIONAL INSTITUTE FOR THE BLIND
CST:
CLUB SUPPORT TEAM (includes the following: Leadership, Extension, Membership, Public Relations & Retention
DST:
DISTRICT SUPPORT TEAM (for MD19)
CC:
COUNCIL CHAIRPERSON
VCC:
VICE COUNCIL CHAIRPERSON
IPCC:
IMMEDIATE PAST COUNCIL CHAIRPERSON
PCC:
PAST COUNCIL CHAIRPERSON
DG:
DISTRICT GOVERNOR
DGE:
DISTRICT GOVERNOR ELECT
VDG:
VICE DISTRICT GOVERNOR (1st or 2nd)
VDGE:
VICE DISTRICT GOVERNOR ELECT
IPDG:
IMMEDIATE PAST DISTRICT GOVERNOR
PDG:
PAST DISTRICT GOVERNOR
ID:
INTERNATIONAL DIRECTOR
PID:
PAST INTERNATIONAL DIRECTOR
IP:
INTERNATIONAL PRESIDENT
PIP:
PAST INTERNATIONAL PRESIDENT
ZC:
ZONE CHAIRPERSON
ZCE:
ZONE CHAIRPERSON ELECT
PZC:
PAST ZONE CHAIRPERSON
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Lions Clubs International
International Association of Lions Clubs > Key
Board of Directors
Directs association in meeting its purpose and objectives by establishing general policies to guide its operation.
........ Policy and Direct Control ____ Administrative Assistance
Executive Committee
Acts for the board of directors when members are not in one place or in session
President Executes policies and administers operation of association in a manner which will further the purpose and objectives of Lions Clubs International
Executive Director Administers the Headquarters and Staff, both inside and outside the International Office, in a manner which assists the president to fulfill the purposes and objectives of Lions Clubs International.
District Governor
First Vice Dist. Governor
Second Vice District Governor
Cabinet Secretary- Treasurer
Region Chairperson
Zone Chairpersons
Zone Chairpersons
Lions Club
Delegates
MD19 2016
Advisory Committee
Lions Club
Lions Club
Delegates Delegates The Fall Annual Convention 51
Lions Clubs International
Club Organizational Chart Assembly of Club Members
Board of Directors Executes business of the club, under policies established by the club membership
President Chief Executive Officer Board Chairperson Presides at all Meetings
Secretary
Treasurer 1st Vice Pres.
2nd Vice Pres.
3rd Vice Pres.
Immediate Past President
Administrative Committees Constitution & By-Laws Attendance
Convention
Leadership
Activities Finance
Greeter
Development Lions Information
Information Technology
Membership
Bulletin Editor
Sight Conservation
Hearing & Speech
& work w/ Blind
Conservation & Work w /deaf
Lioness Club Program
Youth Camp & Exchange
Leo Club Program
Lions Opportunities for Youth
Services
Diabetes Awareness
Program
Public Relations
Other Activities of Lions for which Committees may be appointed are: Citizenship Services; Educational Services; Health Services; Social Services; Recreational Services; Public Services.
MD19 2016
Environmental
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Int’l Relations Programs
FAMILY UNIT CERTIFICATION FORM FOR FAMILY MEMBERS JOINING AN EXISITING CLUB The Family Membership Program provides families with the opportunity to receive a special dues discount when they join a Lions Club together. The first family member (head of household) pays the full international dues (US$43), and up to four additional family members pay only half the international dues (US$21.50). All family members pay the one-time entrance fee of US$25. Qualification Criteria The Family Membership Program is open to family members who are (1) eligible for Lions membership, (2) currently in or joining the same club, and (3) living in the same household and related by birth, marriage or other legal relationship. Common household family members include parents, children, spouses, aunts and uncles, cousins, grandparents, in-laws and legal dependents. Family membership is limited to no more than five qualifying members per household, and new clubs must have a minimum of ten full-paying members. Same-household residency is not required for family members under age 26 if they are pursuing higher education or serving in their county’s military. Family Member Certification To receive the family membership dues rate, complete this form and submit it with the Monthly Membership Report (MMR), or submit the certification on MyLCI. Complete the certification for charter members on the Report of Charter members form. Certifying Family Members The district governor, guiding lion or club secretary is responsible for reviewing original documents provided by a family unit (proof of relations and household address) to determine if they satisfy the family membership dues requirements. All information requested must be provided, including date of birth, or certification will be delayed. Please use the key codes, provided below, to report the 1) relationship to the head of household, 2) document used for relationship certification and 3) document used for address verification. KEY CODES 1.
Relationship to First Member SP – Spouse CD – Child PT – Parent Sb – Sibling
GP – Grandparent CN – Cousin AT – Aunt UC – Uncle
IN - In-Law MD – In Military or School OL – Other Legal
2.
Verification of Relationship ML – Marriage License NT – Notary BC – Birth Certificate OT – Other Form of Verification RS – Certificate of Religious Sacrament (Baptism, First Communion, Confirmation, Bar Mitzvah, Bat Mitzvah, Bris, etc.)
3.
Verification of Address ST – Government Issued/State/Province Identification Card (showing common last name/address) DL – Drivers License PP – Passport
Send with MMR to: Club Officer and Record Administration Department Lions Clubs International 300 W 22nd Street Oak Brook, IL 60523 USA Fax: 630.571.1687 Email:
[email protected] Continued on back page MD19 2016
53
Lions Club Name: ____________________________ Lions Club # (if known) ____________ District: ________ Head of Household: _________________________________________________________________________________ First Name
Last name
Member Number (if known)
___________________________________________________________________________________________________ Street Address
___________________________________________________________________________________________________ City
Gender:
State/Province
M
F
Postal Code
Date of Birth: _______ / _______ / ______ (Required) MM DD YYYY
Country
Family Relationship _________
Second Family Member: ______________________________________________________________________________ First Name
Last name
Member Number (if known)
___________________________________________________________________________________________________ Street Address
___________________________________________________________________________________________________ City
Gender:
State/Province
M
F
Postal Code
Date of Birth: _______ / _______ / ______ (Required) MM DD YYYY
Country
Family Relationship _________
Third Family Member: ______________________________________________________________________________ First Name
Last name
Member Number (if known)
___________________________________________________________________________________________________ Street Address
___________________________________________________________________________________________________ City
Gender:
State/Province
M
F
Postal Code
Date of Birth: _______ / _______ / ______ (Required) MM DD YYYY
Country
Family Relationship _________
Fourth Family Member: ______________________________________________________________________________ First Name
Last name
Member Number (if known)
___________________________________________________________________________________________________ Street Address
___________________________________________________________________________________________________ City
Gender:
State/Province
M
F
Postal Code
Date of Birth: _______ / _______ / ______ (Required) MM DD YYYY
Country
Family Relationship _________
Fifth Family Member: ______________________________________________________________________________ First Name
Last name
Member Number (if known)
___________________________________________________________________________________________________ Street Address
___________________________________________________________________________________________________ City
Gender:
State/Province
M
F
Postal Code
Date of Birth: _______ / _______ / ______ (Required) MM DD YYYY
Country
Family Relationship _________
I acknowledge and certify that the above Lions are eligible for the Family Membership Program PLEASE PRINT District Governor or Club Secretary’s Name: ___________________________________ Date: __________ District Governor or Club Secretary’s Signature: _______________________________________ If this form does not bear the signature of the district governor or club secretary, the family membership dues rate will not be applied. No refunds or adjustments can be made for dues incurred after the club application has been approved. TK-30 7/13
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STUDENT MEMBER CERTIFICATION FORM The application below must be completed and certified by the district governor, guiding lion or club secretary before the Student Member Program dues discount will be applied.
Lions Club Name: ______________________________________________________________________ Lions Club Number (if known) ____________________ District: _____________________ Member Number (If Existing): _____________ Gender:
M
F
Date of Birth: _______ / _______ / ______ (Required) MM DD YYYY
_________________________________________________________________________________________ First Name Last Name E-mail Address _________________________________________________________________________________________ Street Address City State/Province Postal Code Country
__________________________________________________________________________________________ Email Address Please check and complete the appropriate category: Student (Through age 30)
Student Over Age 30 (Joining a Campus Club)
School Name: ________________________________ School Name: ________________________________ Anticipated Graduation Date: _________ / _________
Anticipated Graduation Date: _________ / _________
Enrollment: ID CS TR BL OT Age: DR SC BC PP OT (Circle key code, see below)
Enrollment: ID CS TR BL OT (Circle key code, see below) Students over age 30 and joining a Campus Lions club or campus club branch pay a reduced charter/ entrance see of US$10. Regular international dues apply.
Students through age 30 joining a Lions Club receive a charter/entrance fee waiver and pay only half international dues. Students joining a new Campus Lions club, or a club with a majority of students, must prepay one year of international dues at the student member rate. Key Codes Proof of Enrollment ID – Student Identification Card CS – Class Schedule TR – Transcript BL – Bill OT – Other
Verification of Age DR – Drivers License SC– State Identification Card BC – Birth Certificate PP – Passport OT – Other
Certification By signing this form, you are certifying that you are the current district governor, guiding Lion or club secretary and have verified the above member is a student. Additionally, if the said student is a charter member of a new Campus Lions Club, or club with a majority of students, you confirm that prepayment of dues US$21.50 is enclosed for each student. (Please Print) District Governor, Guiding Lion or Club Secretary’s Name: ____________________________________ Date: __________ District Governor, Guiding Lion or Club Secretary’s Signature: ____________________________________________
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For the purpose of LCI’s Student Member and Leo to Lion Dues Rate, eligible members are as follows: 1. Students (Through age 30) Students are individuals enrolled in an educational institution and between the age of legal majority and through age 30 joining any type of Lions Club. Students are eligible to receive a charter/entrance fee waiver and pay only half international dues, through age 30, upon completion of the Student Member Certification Form. 2. Student Over Age 30 (Joining a Campus Club) Students over the age of 30 and joining a Campus Lions Club or Campus Club Branch pay a reduced entrance/charter fee of US$10. Regular international dues apply. Key points to remember when filling out the Student Member Certification Form:
The Student Member Form must be submitted with the charter application for new clubs or with the Monthly Membership Report (MMR) for existing clubs, otherwise full charter/entrance fees and international dues will be charged. Certification may also be completed online using MyLCI for students through age 30. All information requested must be provided, otherwise certification will be delayed. Date of birth is required. Key codes are provided so as to facilitate accurate and consistent reporting of 1) enrollment in an educational institution and 2) document verifying age.
Lions Clubs International Dues Structure Charter Fee (New Club)
Entrance Fee (Existing Club)
International Dues Beginning July 1, 2013
Students through age of 30
US$0
US$0
US$21.50
Students over age 30 (In a Campus Lions Club or Campus Club Branch)
US$10
US$10
US$43
US$30
US$25
US$43
Non-Student faculty, staff, alumni, community members, etc.
Charter club sent with application to: Membership and New Club Operations Department Lions Clubs International 300 W 22nd Street Oak Brook, IL 60523 USA Fax: 630.571.1691 Email:
[email protected]
Lions Clubs International
MD19 2016
Existing clubs send with Monthly Membership Report to: Club Officer and Record Administration Department Lions Clubs International 300 W 22nd Street Oak Brook, IL 60523 USA Fax: 630.571.1687 Email:
[email protected]
STU-5 10/12
56
LEO TO LION CERTIFICATION FORM FORMER LEO MEMBER INFORMATION First Name: ___________________________ Last name: ______________________ Year of Birth: ____________
Email Address: ________________________________
Lions Club Name: ___________________________________________________________ Lions Club Number: _____________________ Lions Member Number: _________________ (Except in a new Lions Club)
(Except in a new Lions Club)
Leo Member Number: _________ Former Leo Club Name: ___________________________ Leo Join Date (month/year)_______________ Leo End Date (month/year):______________ Membership Type*: Leo Lion (Former Leo through Age 30) Qualifying Young Adult
Former Leo (Over age 30)
*See page 2 for a description of membership types
Age Verification: Driver’s License
State ID Card Birth Certificate Passport Other
CREDIT FOR LEO YEARS OF SERVICE Current and former Leos who have been a Leo for a least one year and one day are eligible to include their Leo years of active service on their Lions club membership record . Years of Leo Service: _____________________
SIGNATURE Club Secretary, District Governor or Guiding Lion By signing this form, I certify that I am the current district governor, guiding Lion or club secretary and have verified the above member is a Former Leo or Qualifying Young Adult and all listed information is correct. Print name: __________________________________ Lions Title: ___________________ Signature: ____________________________________ Date: _______________________ Former Leos Charter a New Lions Club
Former Leos Joining or in an Existing Lions Club
Submit this form along with charter paperwork to: New Clubs Department Lions Clubs International 300 W 22nd Street Oak Brook, IL 60523 USA Phone: (630) 203-3845 Fax: (630) 571-1691 Email:
[email protected]
Before submitting this form, add the member to your Lions Club via MyLCI or submit this form with your MMR: Member Service Center Lions Clubs International 300 W 22nd Street Oak Brook, IL 60523 USA Phone: (630) 468-3830 Fax: (630) 571-1687 Email:
[email protected]
MD19 2016
57
Leo to Lion Program Eligibility Leo Lion (Former Leo through Age 30) A Leo Lion is a current or former member of a Leo Club, between the age of legal majority and through age 30, joining any type of Lions Club. Leo Lions are eligible to receive a charter/entrance fee waiver and pay only half international dues if they have been a Leo for at least a year and a day, through age 30, and can transfer their Leo years of service to their Lion’s membership record upon completion of this form. Former Leo (Over Age 30) All former members of a Leo Club are eligible to receive charter/entrance fee waiver when joining any type of Lions Club and can transfer their Leo years of service to the Lions’ membership record upon completion of this form. Regular international dues apply. Qualifying Young Adult Young adults, through age 30, joining a Leo Lions Club formed by 10 or more Leo Lions who have been a Leo for at least a year and a day, are eligible to receive a charter/entrance fee waiver and pay only half international dues, through age 30, upon completion of this form.
Leo to Lion Program International Dues Structure Charter Fee
Entrance Fee
International Dues
Leo Lion
US$0
US$0
US$21.50
Qualifying Young Adult
US$0
US$0
US$21.50
Former Leo Over Age 30
US$0
US$0
US$43
Leo Completion of Service Certificate Any Leo in good standing who terminates membership with their Leo Club is eligible to receive a Leo Completion of Service Certificate to recognize their contribution to the club and community. To obtain a certificate, visit www.lionsclubs.org and enter “Leo completion of service certificate’ in the search box in the upper, right-hand corner. The certificate can be downloaded, personalized and printed at the sponsoring Lions Club’s convenience and presented to the former Leo at an appropriate ceremony or event.
Additional Information General questions about the Leo to Lion program may be directed to:
[email protected]
Lions Clubs International MD19 2016
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